Privacy Notice

It is important to us that the information we collect about you is kept safe and handled carefully. There are rules on how to keep your information safe and how it’s shared. These rules are in the Data Protection Act 2018. These rules also give you control over your information. It makes sure anyone collecting information has to be honest and clear about why they want it and what they will do with it.

What information do we collect?

We will keep a record about what happens while you are in counselling. If you use drawings or paintings in counselling, the counsellor may also take a photograph of these after the sessions. Here’s a list of the information the counsellor will collect:

Name, home address, phone number, relationship to child (i.e. Mother)

If you are a parent or a guardian of a client who is under 18 years old, we will keep a record about your child, which includes a summary of what happens and of what things are said while they are in counselling. The counsellor may take a photograph of artwork created by your child within the counselling session (your child will not be photographed). The counsellor will also collect the following information:

Name, date of birth, home address, phone number, family setup, gender, ethnic group, religion, disability status, additional education needs, GP surgery, other health information.

Why we collect this information

We collect the information for the following reasons:

To see if we are helping you the best way, we can
To help support you further if things get worse
To help us improve the way we work with you
To contact you, or those who care for you, in case of an emergency

What’s our legal basis for processing your information?

We must have a legal basis for processing your personal data. We consider that we have a legal basis where:

you have given us your explicit consent to do so for the specific purposes which we have told you about – for example, we will need your consent to process any health information you provide to us, such as information relating to your mental health.
it is necessary for us to do so to enable us to provide you with the services that you have requested from us – for example, contacting you about your appointment.
it is necessary in order to fulfil our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
there is an overriding public interest in using the information – for example, in order to safeguard an individual or to prevent a serious crime.
the processing is necessary for the establishment, exercise or defence of legal rights; or the law otherwise permits or requires it.

Who do we share your information with?

Doctors (only if there is a serious medical concern about you)
School, Social Services or Police (only if the counsellor believes you are at risk or being seriously harmed)

How long do we keep your information for?

We keep your information for 3 years after the final counselling session.

How do we keep your information safe?

All the information about you is held electronically on a secure encrypted USB and password protected email. All paper-based information is kept in a locked safe. Any information we send to others will be password protected.

Your rights

You have a right to:

Access the personal information we hold about you
Request that we correct any mistakes you think we have made in your personal information
Request that we stop collecting any further personal information about you
Request that we erase the personal information we hold about you
Request that we send your personal information securely to another organisation
You can contact us to make a request or complain if you think we’re not respecting your rights

Contact us

If you want to access your information or you are unhappy with the way in which your personal information has been handled; you can contact.

info@spaceandtimecounselling.co.uk

07940 799 153

31 Crantock Avenue
Headley Park
Bristol
BS13 7QP